Resolution - 2022 - 22-05 - Rescinding Res. 06-32 And Adopting A New Meeting Room Use Policy - 10/11/2022 RESOLUTION NO. 22-05
A RESOLUTION OF THE CITY OF EAGLE, ADA COUNTY, IDAHO, RESCINDING
RESOLUTION 06-32 IN ITS ENTIRETY AND ADOPTING A NEW MEETING ROOM USE
POLICY; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS,the City Council recognizes the need for meeting room space in the community;
and
WHEREAS,the City Council wishes to establish policy and regulations for City Hall meeting
room reservation usage.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF EAGLE, IDAHO as follows:
Section 1: That the City of Eagle hereby rescinds Resolution 06-32;
Section 2: That the City of Eagle hereby adopts the Meeting Room Use Policy, which policy
is attached hereto as Exhibit A and incorporated herein by reference as if set forth in full.
Section 3: That this resolution shall be in full force and effect immediately upon its adoption
and approval.
I-01
ADOPTED by the Eagle City Council, Eagle, Idaho, this 11 day of October 2022.
APPROVED:
F'• Pc
Jasorce, Mayor o I
0: • ? =
ATTEST:
Tracy E. s orn, CMC
City Clerk
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Eagle City Hall
Meeting Room Use Policy
Resolution 22 - 05
Page 1 of 2
Meeting rooms are available for use by the public subject to the following policy and regulations.
Fees are applicable.
This policy pertains to the following rooms at City Hall:
Council Chambers Freedom Room Liberty Room
Patriot Room Valor Room
1. Meeting rooms are available for use Monday thru Friday between the hours of 5:00 p.m. and
10:00 p.m. The building must be vacated by 10:00 p.m.
2. Municipal meetings and municipally sponsored activities have priority. In the case of
emergency municipal meetings, individuals having reservations shall be given a minimum of
24-hours notice of the cancellation of their reservation and all fees will be refunded.
3. The meeting rooms are available for non-commercial use only. Such as non-profit
organizations (educational, cultural, civic or charitable nature), Homeowner’s Associations,
Neighborhood meetings as required by Eagle Ordinance(s) regarding development, youth
groups and professional organizations.
4. Reservations are contingent upon the completion of an application and submittal of fees. Fees
may be waived for youth groups and school groups upon written request; however, a
cleaning fee shall still be required should food or beverages be served. Reservations will only
be accepted from persons 18 years of age or older. An adult must remain present throughout
the meeting for organizations comprised of minors.
5. Reservations may be made up to three (3) months in advance. No organization may book a
room for more than two (2) events per month. The City allows recurring bookings (i.e., on the
same day and time). Eagle based organizations shall take precedence for reservations.
Parties, holiday gatherings, displays, shows, for profit ventures and other commercial
enterprises are prohibited in these rooms.
6. The following are prohibited on premises: smoking including e-cigarettes, alcoholic
beverages, flammable, toxic, hazardous materials or illegal substances are not allowed on
premises. Failure by the booking organization or its individual members to obey any city
employee or representative regarding issues of policy or public safety will result in
suspension of all future booking privileges.
7. Booking organizations not affiliated with the City are prohibited from issuing publicity for
any meeting that states or implies City sponsorship. Neither the name nor the address of
Eagle City Hall may be used as the official address/headquarters for any organization.
Eagle City Hall
Meeting Room Use Policy
Resolution 22 - 05
Page 2 of 2
8. Meeting room equipment and facilities are the responsibility of the person named on the
reservation as “Contact.”
a. Each group is responsible for cleaning up and putting away tables and chairs.
Furniture may not be moved or added to the room.
b. The meeting room must be cleared of all items such as boxes, brochures,
projectors, displays, etc. at the end of the meeting;
c. No materials may be tacked, glued, stapled, or taped to walls, doors, or windows of
the room;
d. Access to the public wi-fi will be provided. The electronic equipment in the room
will be made available if the reserving party has been properly trained by City
Staff for its use. The applicant must schedule training with City Staff a minimum
of three (3) working days prior to the reservation date. Be advised that the City
may not possess the exact equipment you desire.
e. Reserving party will be instructed by City Staff regarding building access and
security prior to their reservation date.
9. In consideration for the use of the meeting room, users agree to:
a. Not construct, erect or attach any fixture to the floor, ceiling, or walls of the
meeting room or alter the meeting room in any way whatsoever.
b. Pay for all damages to any property of the City of Eagle resulting directly or
indirectly from the conduct of any member, officer, employee, agent, or guest of
the group;
c. Hold harmless the City of Eagle from and against any and all liability which
may be imposed upon them or either of them for any injury to persons or
property caused by the organization or any person connected with the meeting.
d. Clean up the meeting room which includes, but is not limited to, wiping down
tables and picking up trash on floors.
10. The City of Eagle assumes no responsibility whatsoever for any property placed in the
meeting rooms in connection with a meeting; and the City of Eagle is hereby expressly
released and discharged from any and all liability for any loss, injury or damage to persons or
property which may be sustained by reason of a meeting.
11. Refunds will be made only if the reservation is cancelled at least 48-hours prior to the
scheduled use.
12. This policy is subject to amendment at any time by the Eagle City Council.
End of Policy